Most people think contractors are the main reason jobs fall behind.

And sometimes, that’s true.

But here’s the part that gets overlooked: materials cause even more delays.

It’s not always a no-show crew or a slow sub that kills your timeline. More often than not, it’s a missing delivery, a backordered item, or the wrong product dropped off at the wrong time - and it’s these gaps that quietly derail your entire schedule.

If you want more control, smoother jobs, and fewer surprises… building a system for managing materials isn’t optional.

It’s the job.

Material Management Is Not as Easy as It Looks

Let’s be real: managing materials sounds simple on paper.

Order what you need. Make sure it shows up. Move on.

But in the field? You’re juggling dozens of details - finish selections, lead times, delivery schedules, damaged goods, inventory mix-ups, and labor coordination. And if even one of those goes sideways, your whole week can fall apart.

This isn’t just about ordering drywall or checking off a supply list.

It’s about building a habit.

A rhythm.

Getting good at this means thinking 2–3 weeks ahead, catching issues before they land, and tightening up your coordination between takeoffs, ordering, and delivery.

It’s a discipline - and just like scheduling or budgeting, it can be trained.

Here’s how we do it inside TRP.

1. Get Takeoffs Early - Even Before the Job Starts

You should be doing this anyway for your estimates - but don’t let it live only in your budget sheet.

• Build a documented takeoff as soon as you’re planning the job.
• Think of this first takeoff as a draft: it sets the stage, not the final call.

It helps you estimate, plan your cash flow, and map out what needs to be ordered and when. Too many builders think they’ll “just figure it out as they go” - but by the time you realize what’s missing, you’re already behind.

2. Refresh That Takeoff Two Weeks Before the Order

This is your two-week rule.

Every major order should be confirmed at least 14 days in advance.

• Add this to your site visit rhythm.
• Every time you’re on site, ask: “What needs to be ordered two weeks from now?”

If this becomes habit, delays become rare — not normal.

And this doesn’t have to take hours. You can fold this into your weekly walkthroughs. It’s a 5–10 minute discipline that pays off in weeks of smoother execution.

3. Run It by Your Contractor

Don’t try to nail it all on your own. The best move? Put your list in front of the contractor.

• Let them double-check.
• If something’s wrong, it’s on both of you now.

This creates shared ownership and fewer mistakes. And most contractors like being part of the process - it shows you’re serious.

More importantly, it turns complaints into collaboration. Now your contractor can’t say, “That wasn’t on me.” Because they signed off.

4. Know Your Lead Times

This is where most project managers fall flat.

Lead time is everything.

• Ask about lead times upfront - at the bid or selection stage.
• Track them in a central spot.
• Know which items need 3 days… and which need 3 weeks.

I’ve seen builders delay drywall for 10 days because no one realized the special-order shower pan takes two weeks to arrive. That’s not a labor issue — that’s a materials issue caused by lack of awareness.

Get curious early. That one question - “What’s the lead time on this?” - can save thousands.

5. Schedule Delivery Two Days Before the Work Begins

Not same-day.

Not “just in time.”

Two full days.

That buffer gives you room to fix problems.

Missing trim? Wrong tile? You now have time to solve it - instead of holding up the entire job.

And if you’re dealing with multiple subs or a tight scope schedule, this window protects your momentum. Even if you lose a day fixing an issue, you’re not pushing your crews into next week.

6. Be on Site (or Close) for Every Delivery

This one hurts… but it’s real.

Incomplete or incorrect deliveries are a constant pain in this business.

• Be there when it lands, or show up same day.
• Bring your list.
• Check quantity, quality, and condition.
• Call for returns or re-orders immediately - not tomorrow.

It sounds extreme, but being present for deliveries — or at least doing a same-day check — is the fastest way to catch and correct mistakes. You’re not just making sure it showed up. You’re verifying that the right items, in the right numbers, and in usable condition, are actually there.

Even one missing valve or one broken box of flooring can derail the next trade.

7. Choose Suppliers for Speed, Not Just Price

Cheap isn’t worth it if it’s late, wrong, or impossible to fix.

• Good suppliers deliver on time, answer the phone, and take care of issues fast.
• Some will even deliver inside, snap pics, or label everything by room.

You’re not just buying materials — you’re buying speed, trust, and accountability.

A $100 cheaper order isn’t worth the three days of schedule slippage it might cost you. Especially if it means your subs are sitting around waiting, or worse - walking off the job.

Final Word: You’re Not Just Managing Materials - You’re Leading the Job

Managing materials well is one of the clearest signs of a real builder.

It’s what turns a scattered rehab into a clean, crisp operation - one where the crew isn’t sitting around waiting, and your money isn’t being wasted by the hour.

At TRP, we train and support builders like you to master these rhythms - because this is what it takes to finish strong.

It’s the quiet work behind the scenes that keeps everything else moving.

Want to start running tighter jobs with fewer surprises?

Start with your material game. And don’t wait for the next project - make the change right now.